Government of West BengalOffice of the District Magistrate & District Election Officer

North 24-ParganasElection Section

Administrative Building, 1st FloorPin -700124, Phone: +91 3325846231

mail.com

NITNo. 7' 8 /2017/ Elec(D)

NOTICE INVITING TENDER(2nd Call)

Date: 01 /08/2017

Sealed offers are invited from willing, bonafide, competent, reputed & eligible agencies having ownsetup and experience in processing of Electoral Roll and EPICunder Election setup at District / Sub-Divisionlevel for work as detailed below in connection with ensuing SRER-2018and Continuous Updation, 2018 andassociated activities for Roll and EPICrelated data processing work through ERMS(which may be convertedinto ERONet soon):

SINo. Description of Work Rate (In RS.)including all taxes1 Complete Data Entry of Forms: (Rate to be quoted per Form basis)

a) Data Entry of Form-6/6A/7/8/8A (in English &Bengali) at Block/ ERO/ SDOLevel.

b) Printing of checklist after data entryc) Entry of master data of enquiry officerd) Assigningenquiry officer to each and every forme) Updating enquiry officer reportf) Updation of EROdecisiong) Final uploading of Forms

2 Scan/ Capture of Image from Forms (Rate to be quoted per photo)

3 Scanningof documents (Rate to be quoted per page)

4 Printing of extra checklists from ERMS (Rate to be quoted per page forsimp/ex printing)

5 Preparation of EPIC,including all materials except holograms (Rate to be quoted per EPIC)with 2 sets of delivery challan.

The agencies should submit the documents (duly attested) as mentioned in the Technical Bid Formalong with AgenciesOffering Rates (AOR)in the name of the Agency.

The AORmust submit the Technical Bid & Financial Bid in two different sealed envelopes and thesaid two envelopes must again be inserted into another sealed envelope.

The AORmust enclose one Demand Draft amounting to Rs.40,000=00 (Rupees forty thousand) onlydrawn in favour of "DISTRICTMAGISTRATE,NORTH 24 PARGANAS"as Earnest Money along with theTechnical Bid. The Earnest money will be refunded back on final completion of the Tender process, only onproper claim by the tenderer. Application without Earnest Money will summarily lead to rejection of theBid. AOR who participated in the 1st Call bearing NIT No. 653/2017/Elec(D) dated 18.07.2017 and whoseDemand Draft are yet to be released, need not attach fresh Demand Draft in Financial Bid. For claim of anyexemption otherwise, proper documents are to be furnished in support of such claim.

Upon receiving the sealed quotations, the Technical Bid only will be taken out and examined inpresence of intending quotationers or their representatives. If any AORfails to fulfil the criteria set forth forTechnical Bid, then the Financial Bid will not be accepted for consideration into the Tender process. Noagency will be allowed to participate in the tender process having report of being penalized either onfinancial and administrative ground by any Government Deptt. / Office.

P.T.O.

The schedule of submission and opening of tender documents is as follows:Description Date Time Place

Last date of submission of Tender 16.08.2017 Upto 2:00 PM Office chamber oftheOpening of Technical Bid 16.08.2017 At 3:00 PM onwards Additional District MagistrateOpening of Financial Bid 16.08.2017 At 3:30 PM onwards (General), North 24 Parganas,

1st floor of AdministrativeBuilding, Barasat, North 24Parganas

The "Intending AOR", if selected as a vendor, must comply exactly with the same rate quoted for allarticles for supply of any volume upto 1 (one) year from the date of acceptance of the rate(s).

Details for the Tender will be available in the website www.north24parganas.gov.in and in the OfficeNotice Board of District Election Section, North 24 Parganas,Barasat. However, print out of Technical BidForm and Financial Bid Form downloaded from website will only be allowed to be used for submission of Bid.

The agencies should quote the rates against each item in their own letter head along with allsupporting papers and submit the same in sealed envelope subscribed with the NIT Number and date, andthe same is to be dropped in the box kept for the purpose in District Election Section, North 24 Parganasduring office hours within 2:00 PM on 16.08.2017.

The specifications of the work, Terms and Conditions are enclosed in Annexure-A and B respectivelywith this NIT.

The selected agency shall submit copy of valid 15 digit Goods and Services Taxpayer IdentificationNumber (GSTIN)under GSTAct, 2017 before issuanceof Work Order.

The undersigned reserves the right to allot any agency to work or to reject any or all of the offerswithout assigningany reasonswhatsoever.

Memo No: 718~~) /2017/ Elec. (D) Date: '() '":f /0 S/ 2017Copy Forwarded for1nformation with a request for wide publicity to:

1. The Learned District Judge, North 24 Parganas2. The Secretary Zilla Parishad, North 24 Parganas3-7. The Sub-Divisional Officer (Ali), Sub-Division.8. The Officer-in-Charge, District Election Section, North 24 Parganas.9. The Nezarath Deputy Collector, North 24 Parganas10. The District Information and Cultural Officer, North 24 Parganas11. The District Informatics Officer, North 24 Parganaswith a request to put up on the District Website.12. CAto the District Magistrate, North 24 Parganas.

Additional Di agistrate (Election)Parganas

D \Spl SRER-2018\Tender\NIT for Data Entry -2nd Call.docx

Annexure-ASpecifications of Work

Data entry of Forms, control table entry, checklist, photo and documents scanning, disposal entry,uploading and generation of Photo Electoral Roll etc.

1. Data entry of Form 6/6A/7/8/8A in both English and Bengali including scanning of documents andphotographs of Form 6/6A/7 /8/8A, assigning of Enquiry Officer and entry of enquiry report, Disposalentry after decision of ERO/AERO, generation of checklist - all through ERMS. All data entry to bedone at block/charge offices during SRERperiod.

2. Preparation of EPIC (including 2 sets of challan) through ERMS incorporating actual address of

elector.

EPICSpecifications:1. EPIC size will be 8.4 cm vertical, 5 cm horizontal with photo size 2.4 cm X 1.8 cm as per layout

generated by EPICmodule of ERMS.

2. Paper quality for simplex printing and folding 80 GSM / for duplex printing 165 GSM.

3. Black printing with original toner at minimum 1200 X 1200 DPI.

4. Lamination on both sides by polyester film of 125 micron thickness.

5. Affixing of Security Hologram (to be provided). Maintaining Hologram Register.

Time Frame:1. Real time data entry of forms including scanning of photographs and documents, generation of

checklist and correction entry from checklist at Block/Charge offices. All computers with well trainedmanpower and accessories to be deployed at designated Block/Charge offices prior to start ofSummary Revision.

2. Disposal Entry- On real time basis and within 7 days of disposal by ERO in any case.

3. EPIC Preparation - with 15 days for Summary Revision and on real time basis for ContinuousUpdation.

Computer Configuration:1. Computer with minimum 500 GB HDD, minimum 2 GB RAM, Core i3 and above processor.

2. Windows 7 / 8/10, updated Antivirus, MS Office, Acrobat Reader, .Net Framework 3.5, Crystal Reportruntime 8 of higher.

3. 500 VA UPSwith desktop computer (not required if laptop is used).

4. A4 colour Scanner upto 600 DPI resolution, digital camera for colour photo capture, High speedprinter for checklist / report generation.

Additiona

D:\Spl SRER-2018\Tender\NIT for Data Entry -2nd Call.docx

Annexure-BTerms and Conditions

1. The work of Summary Revision / Continuous Updation and other EPIC/ Roll related activities will bedone at Block / Charge / Sub-Division / District Level as per requirement.

2. All data entry works, EPIC preparation and activities to be done through appropriate ERMS modules(which will be converted into ERONet very soon) in online mode only as specified by the Office of theChief Electoral Officer, West Bengal.

3. Logistic setup like Computer / UPS / Laptop / Printer / Scanner / Camera with sufficient numbers ofmanpower should be deployed accordingly. Machines should have Windows 7 or higher version ofOperating System, updated Antivirus, Preloaded MS Office, Acrobat Reader, .Net Framework 3.5,Crystal Report runtime 8 of higher.

4. Internet connectivity is essential for data entry work in ERMS. It is the responsibility of the agency toset up computers with internet connections. However, Sub-Division / Block authority may allow theagency to use the connectivity of their offices in case of remote areas.

5. No transportation charge will be borne by this office. Necessary accommodation for operators /managers has to be arranged by the selected agency at their own cost for the purpose.

6. As time of essence of the contact, the works should be completed within due time.

7. Payment will be made after successful completion of all works within due time and after receivingcertificates from the concerned SDO / ERO. S.T. / I.T. / Other (if any) deductions will be made frombills as per existing rules.

8. Payment will not be disbursed if the selected agency fails to complete the assigned work at any stageand legal action may be taken against the agency.

9. Agencies black listed / WO cancelled due to unsatisfactory performance by any Government Office /left the work in breach of contract will be debarred from taking part in the tender process.

10. Sample copy of lamination pouch, EPICpaper should be submitted along with the tender paper.

11. Credential (successful completion) or experience certificate of work on processing of Electoral Rolland EPIC for order values exceeding Rs. 5,00,000=00 (Rupees five lakh) only for one year within thefinancial year 2015-2016 and 2016-2017 should be submitted along with tender paper.

12. This office is not bound to accept the lowest rate and this office can seek explanation or cost benefitanalysis from the agencies if the rate quoted by them is found to be higher than prevalent marketrate.

13. The undersigned reserves the right to distribute the work among different agencies, depending uponthe volume of work and time at the disposal for carrying out the job.

14. The undersigned reserves the right to reject any or all the rates tendered without assigning anyreasons.

Additional Di t

North

agistrate (Election)

D ISpJ SRER-20J8ITenderINIT for Data Entry -2nd Call.docx

,ECHNICAL BID FORM

Name of the Firm / Agency

Address

Name of Contact Person With Designation

Contact Number

1. Current Trade License for 2017-2018

2. Income Tax Return for the Assessment Year 2016-2017

3. Professional Tax Challan with current validity (2017-2018)

4. Credential (Successful completion) Certificate of work on processing of Electoral Roll andEPIC for order values exceeding Rs. 5,00,000=00 (Rupees five lakh) only for one year withinthe financial year 2015-2016 and 2016-2017 from any Government Department.

Drawee Bank: .. Drawee Branch: ..

Draft Number: .. Date: .

Place: _

Signature of the Authorized Representative ofthe AOR with Seal

D:ISpl SRER-2018ITenderINIT for Data Entry -2nd Call.docx

,FINANCIAL BID FORM

SI No. Description of Work Rate (In Rs.) including all taxes1 Complete Data Entry of Forms: (Rate to be quoted per Form basis)

a) Data Entry of Form-6/6A/7/8/8A (in English &Bengali) at Block / ERO/ SDO Level.

b) Printing of checklist after data entryc) Entry of master data of enquiry officerd) Assigning enquiry officer to each and every forme) Updating enquiry officer reportf) Updation of EROdecisiong) Final uploading of Forms

2 Scan / Capture of Image from Forms (Rate to be quoted per photo)

3 Scanning of documents (Rate to be quoted per page)

4 Printing of extra checklists from ERMS (Rate to be quoted per page forsimplex printing)

5 Preparation of EPIC, including all materials except holograms (Rate to be quoted per EPIC)with 2 sets of delivery challan.

Place: _

Signature of the Authorized Representative ofthe AORwith Seal

D \SpJ SRER-20J8\TenderINIT for Data Entry -2nd Call.docx